Program Coordinator, Center for South Asia (80% FTE)

Stanford University

Job Number: 87468

Note: Not all unique aspects of the job are covered by this job description

SUMMARY:

The Center for South Asia is Stanford University's hub for the multidisciplinary study of the large geographical region encompassing India, Pakistan, Bangladesh, Nepal, Bhutan, Burma, and Sri Lanka as well as its diasporas. The objectives of the Center include: expanding the area studies curriculum and the overall profile of the Center; supporting undergraduate and graduate student activities; hosting renowned area specialists for guest teaching, public lectures, conferences, and cultural events; and supporting community outreach activities.

JOB PURPOSE:

The Program Coordinator is central in carrying out the Center's core objectives by: (1) managing all logistics associated with Center events (seminars, lecture series, film series, conferences, workshops, outreach events, graduation, and receptions), including the arrangement of appropriate facilities, furniture, AV and tech support, and processing financial transactions; (2) communicating in a professional manner with Center guests, supervising the logistics of travel and lodging arrangements, business meals, and securing reimbursements and payments; (3) implementing the Center's communication strategy, including the Center's print and online publications (event and course posters, conference programs, brochures, newsletters, website postings, email newsletters) as well as social networking presence; (4) performing basic graphic design and layout in developing these publications; and (5) providing administrative support for special projects such as postdoctoral fellowships, internships, student grants, and visiting scholar appointments.

The successful candidate will be able to complete work assignments with minimal supervision, and have the ability to prioritize, organize, and complete tasks effectively and in a timely manner. Strong numeracy skills are important. The role requires flexibility, accountability, enthusiasm, and strong problem-solving skills. Occasional evening and weekend hours will be required.

Interested candidates should upload a COVER LETTER and RESUME in addition to the online application.

CORE DUTIES*:

• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Perform graphic design to develop a variety of communication pieces including advertising, our center's publications, fliers, and websites; maintain social media accounts, including podcasts.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, displays, and website news.
• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
• Prepare and deliver visa and other documents required for inviting international visitors (eg. DS 2019, ITIN) in accordance with University and federal policies.

* Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

• High school diploma and three years of administrative experience, or combination of education and relevant experience.
• Four-year college degree or equivalent preferred. 2+ years of event management experience in an academic setting preferred.

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience with office software and email applications. Demonstrated experience with web design software (such as Drupal), social media platforms (such as Twitter, Facebook, YouTube), and mass mailing software (such as MailChimp) is preferred.

• Experience with Adobe Creative Suite, particularly InDesign, Photoshop and Illustrator, preferred; experience with editing software, such as Garage Band, strongly preferred.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task
• Ability to work occasional evening and weekend hours. Demonstrated experience in communicating with different audiences (such as faculty, staff, students, the general public) is preferred.

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORKING CONDITIONS:

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

Additional Information

• Schedule: Full-time
• Job Code: 4102
• Employee Status: Regular
• Grade: E
• Requisition ID: 87468

Job:

Location: School of Humanities and Sciences, Stanford, California, United States
Schedule:
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.







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